Proven Practices to Perform an Office 365 Email Backup

Here discussing proven practices to perform an Office 365 Email Backup
Proven Practices to Perform an Office 365 Email Backup


Companies are struggling with the Office 365 email backup. Microsoft Office 365, as the most effective cloud service used by hundreds of millions of persons globally, is also a "favorite" platform for cyber attackers to seize some of your crucial data. In fact, there are many more reasons to protect your Office 365 email.

It is the primary source of revenue for Microsoft. Microsoft 365 includes all business-related software such as Microsoft Teams, SharePoint Online, Skype for Business, Exchange Online, and MS Office Suite, including MS Word, Excel, PowerPoint, Outlook, Access, etc.

To maintain your operations properly, you need the right Office 365 email backup solution.

Why you should have the security of your data

We are reminded that "Accessibility and openness are good policies, but bad security" regarding data security. Microsoft itself points out that infrastructures are becoming more hybrid and complex. The average organization manages dozens of different security products on many systems.

We will have to wait for the comprehensive master dashboard, completely invisible infrastructure, and 100% absolute security.

Third-party apps offer an entire user account on the Exchange Admin Center as Exchange Online mailboxes remain secure with enough storage space to perform an automated backup repository.

The necessity of cloud email backups

One of the advantages of housing infrastructure, services, and data in the cloud is cloud service providers' resilience and robust nature. Amazon, Google, and Microsoft have world-class data centers.

Hyper-scale maintains performance ratings, resilience, and data persistence unattainable for most private enterprise data centers.

Bearing in mind that cloud service providers have incredible resilience and availability of data and services, organizations can develop misconceptions about cloud data protection and assume that backup of cloud data is not required.

Yet, this can be a severe mistake that can lead to considerable disruptions to the business continuity of your business and can even lead to much worse consequences.

These include lost customers, a tarnished brand, and even a lost business.

Reasons to backup emails from Microsoft Office 365

Here are the top 3 reasons why Office 365 email backup:

  1. The relocation of workers from one organization to another is the most common thing that every company faces. But when it comes to their data, it develops necessary to back up the office 365 mailbox.
  2. Because Office 365 is a cloud-based service available to everyone. Thus, to continue saving Office 365 emails, users need to back up Office 365 emails. It could be a risk of unauthorized access or hacking.
  3. In case of accidental deletion or loss of data, the need for an hour is to have an Office 365 backup solution for organizing data.

Practices to perform an Office 365 Email Backup

While Office 365 offers several built-in data protection features, those features alone are usually not enough for the secure security position required by the modern enterprise. There is no time-consuming cloud solution for online mailbox data to be safe.
Cloud data backup is needed, taking into account best backup practices. So here are some proven Office 365 email backup practices:

Using data retention policies

With Office 365 Enterprise or Microsoft 365, you also can create data retention policies. These rules allow you to save all (original) data even when deleted. Retention policies can be completed at the Center for Security and Compliance.
Using retention policies ensures that data cuts comply with your organization's retention policies and ensure that your business complies with regulatory requirements.
Retention policies that include data cleansing also keep an effective fingerprint in cloud storage.

Backup 3-2-1

The traditional 3-2-1 backup best practice model for protecting your data contains many valuable principles that can benefit organizations designing their cloud backup strategy.
One of the basic principles found in 3-2-1 backup best practices is to store your data on multiple media forms and to keep a copy of your information off-site.

Back up your email in the cloud

For the reasons listed above, backing up Cloud Software as a Service (SaaS) is crucial to ensuring that your business data in the cloud is protected. The first best practice is pretty apparent - back up your data.

Use in-flight and standby encryption

While ransomware uses encryption for malicious purposes, encryption can also improve security. Organizations must take into account the fact that backups contain production data. It means that your data is potentially vulnerable if backups are transferred and stored without any protection for the backups themselves.

Use a third-party cloud-to-cloud backup solution

Based on that, you can say that your data will not be easily lost in Office 365. If you have set retention policies correctly, you should recover/retrieve all your data. But there are some challenges with this.
Another good reason you might need a backup solution for Office 365 is the lack of versions with specific application files. For example, SharePoint can not track versions of DWG files. So when a user overwrites a DWG file, you can not restore it. There is no route to go back to the previous version of the same file.

Related Reading

There is no way to recover using the built-in recovery tools in Microsoft Office 365. Again, there is no cloud version of Office 365, and ransom-infected emails are not deleted. So, a good understanding of your email does not exist in the Deleted Items folder.
Organizations that are serious about protecting their email in the cloud must use a third-party backup solution. Cloud-to-cloud solutions allow you to back up your email in Office 365 cloud using the Backup-as-a-service (BaaS) cloud. Backup Solutions as a service will enable you to effectively back up your Microsoft Office email solution and store your backups in the cloud.


In many domains, including SaaS, it is clear that hybrid infrastructures are the way forward. Whatever your requirements, the cloud provides flexibility, redundancy, and activity jump management.
The on-prem page means you control your data locally and restart critical business applications, including email if data is lost from the cloud due to interruptions or human error.
Data loss is the primary concern as data stored in one of the third-party backup solutions can prevent data loss. The backup process can recover lost data on cloud services. Office 365 email backup data protection is of utmost importance to any company worldwide.

Anjan kant

Outstanding journey in Microsoft Technologies (ASP.Net, C#, SQL Programming, WPF, Silverlight, WCF etc.), client side technologies AngularJS, KnockoutJS, Javascript, Ajax Calls, Json and Hybrid apps etc. I love to devote free time in writing, blogging, social networking and adventurous life

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